When goods and services are received by the department, the requester must complete the procurement process by creating a receipt:

Verify that all goods have been received or services rendered
Inform the Purchasing Department if there are

• When goods and services are received by the department, the requester must complete the procurement process by creating a receipt:
  1. 1. Verify that all goods have been received or services rendered
     2. Inform the Purchasing Department if there are any damaged, defective, or missing goods
     3. Scan the packing slip or service documents and save the file on your computer
     4. Find your purchase order number
     5. Log on to CUNYFirst to create a receipt:

  Financial Supply Chain >> Purchasing >> Receipts >> Add/Update Receipts >> Add

  1. Create the receipt, upload the scanned file, and save

*** For Vendors ***

• • Vendors should deliver goods or services after obtaining a Purchase Order number
  • PO number should appear on the invoice
  • Vendor name on the PO must be the same as on the invoice
  • Vendor should verify that their remit to address is updated in the NYS Vendor Management Unit.

Go to the VMU website at: https://www.osc.state.ny.us/vendor_management/forms.htm

• Invoices should be sent to Accounts Payable, not the department
• Invoices can be emailed to: invoices@mec.cuny.edu

Additional Resources:

Create an Inspect Receipt

Cancel a Receipt

Create Receipt

Did You Know - Create Receipts

Did You Know - Edit Receipts

Did You Know - Catering Sign-In

Did You Know - Error Message

• TRAVEL STATUS – To be on college business assignment at a location 35 miles from employee home address AND college work station. You are then eligible for expense reimbursements, such as, lodging, transportation, and meals.

Faculty and staff who travel on behalf of the college must abide by New York State and CUNY policies and procedures. Please read the Office of the State Comptroller Travel Manual and the Travel Guidelines for MEC Employees located on this website.

The CUNYFirst Travel and Expense Module is a self-service system where employees create their own travel authorization and expense reports (with managerial approval), provided that the department has available funds.

Faculty and staff must consult their department head and obtain approval prior to all travel. Department head must insure that there are adequate funds available for reimbursement.

A Travel Authorization (TA) MUST be created in CUNYFirst, and approved, PRIOR to all travel. This is a mandatory New York State and CUNY policy.

Creating a Travel Authorization will set aside funds to reimburse the traveler upon his/her return. TA should include:

• Estimates of all necessary and reasonable expenses to be incurred
• An attachment of the event’s official notice, program, agenda, etc.
• Must be approved by all managers prior to travel date. TA cannot be back-dated

Note 1: If the Approve icon is gray, the TA is in budget error. The department head should contact the Budget Office to transfer funds to the travel account.

Faculty and staff will pay for all of their travel expenses and are be reimbursed upon their return. Employees should be mindful to stay within the estimates approved in the Travel Authorization.

When an employee returns from a trip, the travel reimbursement procedure is as follows:

1. Gather all receipts. Scan and save them on your computer
2. Log on to CUNYFirst to create an Expense Report
3. Ask department head to approve Expense Report
4. If the Approve icon is gray, department head should contact the Budget Office to transfer funds to the travel account

Note: There will be no reimbursement without a receipt.

Guidelines

Office of the State Comptroller Travel Manual

Travel Guidelines For MEC Employees

Travel Guideline - Amtrak

Travel Reimbursement Checklist

CUNYFirst Job Aids

Create a Travel Authorization

View a Travel Authorization

Modify a Travel Authorization

Cancel a Travel Authorization

Approve a Travel Authorization - For Supervisors

Create an Expense Report

View an Expense Report

Modify an Expense Report

Approve Expense Report - For Supervisors

Additional Resources

To obtain meal per diem rates, visit: https://www.gsa.gov/travel/plan-book/per-diem-rates

To obtain mileage rates (for business use of privately owned vehicle), visit:

https://www.irs.gov/tax-professionals/standard-mileage-rates

Faculty and staff may be reimbursed for valid expenses incurred while performing college business. Employee must obtain approval from the department manager before the purchase. The department head must insure there are sufficient funds in the budget to process the reimbursement. The college does not reimburse any taxes paid on purchases in New York State.

To receive an expense reimbursement:

1. Fill out a Personal Expense Form, signed by the unit head
2. Write a brief justification stating the reason for the purchase
3. Scan the form, justification, and all receipts for uploading in CUNYFirst
4. Log on to CUNYFirst to create an Expense Report
5. Ask department head to approve Expense Report

Note 1: If the Approve icon is gray, the requisition is in budget error. The department head should contact the Budget Office.

Additional Resources:

Personal Expense Reimbursement Form

Create an Expense Report

View an Expense Report

Modify an Expense Report

Delete an Expense Report

Approve Expense Report - For Supervisors

How to reconcile P-Cards and T-Card transactions by cardholders

CUNYFirst Category Codes List

View Expenses in My Wallet